Excel: Beyond the Basics

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1 Excel: Beyond the Basics Trainer Name Trainer/Consultant PowerSchool University 2012

2 Agenda Welcome and Introductions Understanding Basic Excel Concepts Using Formulas and Functions in Excel Formatting Your Data Formatting and Printing a Worksheet Time for Review

3 Basic Excel Concepts

4 What Is Excel? Microsoft Excel is a spreadsheet program used to organize numeric and non-numeric values into rows and columns. Use builtin tools and functions to analyze and manipulate those values.

5 This Is Our Goal Enter values and functions to create a spreadsheet that looks like this:

6 The Menu and Toolbars Menu Bar Standard Toolbar Formatting Toolbar Formula Bar

7 The Basic Excel Layout Row 1 Column A Cell C7

8 Watch It! Please turn your attention to your trainer...

9 Excel Key Facts A cell is a single data field in a worksheet Worksheets are pages in a workbook A workbook is an Excel file A worksheet has 16,384 columns (Excel 2008 and later) A worksheet has 1,048,576 rows (Excel 2008 and later)

10 The Most Important Button in Excel

11 Now It s Your Turn Complete hands-on activity 1: Find Your Way Around in Excel

12 Formulas and Functions in Excel

13 Formulas in Excel A formula is an equation used to calculate a value A formula is usually a mix of cell references and numbers A formula can use one or more functions to get the desired result

14 Types of Functions in Excel Database Date and time Engineering Financial Information Logical Lookup and reference Math and trigonometry Statistical Text

15 Examples of Basic Formulas =A1+B1 Adds the values in A1 and B1 =A1+B1*2 Multiplies the value in B1 by 2, then adds that result to the value of A1 =(A1+B1)*2 Adds the values in A1 and B1, then multiplies that result by 2

16 Examples of More Complex Formulas =SUM(A2:A5) Adds up all the values from A2 through A5 =AVERAGE(A2:A5) Averages the values in A2 through A5 =COUNT(A2:A5) Counts how many numbers there are between A2 and A5

17 Please Excuse My Dear Aunt Sally () ^ * / + - Parentheses Exponents Multiplication Division Addition Subtraction

18 Insert a SUM Function in Excel Select the cell where you want to insert the function, and click the arrow next to the AutoSum button Select the appropriate function Make sure the correct cells are selected Press Enter

19 Select the cell where you want to insert the function, and click the arrow next to AutoSum

20 Choose Sum

21 Select cells to add SUM is the name of the function =SUM(B3:D3) B3 is the first cell being added D3 is the last cell being added

22 Press Enter to calculate the total Total $

23 Cursor Styles and Actions Excel has four types of cursors: Select mode Resize Click and drag AutoFill

24 AutoFill Copy a formula across a row or down a column more easily Populate cells with values from a predefined list (days of the week, months of the year) Populate cells with values from your own list

25 AutoFilling Patterns Days of the week Months of the year Numbers Customized lists

26 Create Your Own Custom Lists

27 Now It s Your Turn Complete hands-on activities 2 12: Create Your First Formula Use the SUM Function Use Paste Special Lock Formulas Use Parentheses in Formulas Find the Average Value in a Range Find the Lowest Value in a Range Find the Highest Value in a Range Copy Formulas with AutoFill Use AutoFill for a Built-in List Create A Custom List

28 Formatting Your Data

29 Our End Result Will Look Like This

30 Freeze Panes As you scroll down, you can still see the top (frozen) row(s) As you scroll to the right, you can still see the left (frozen) column

31 Ways to Format Cells in Excel Use the Format toolbar to perform a single action (change a cell color, change the font) Use the Format Cells dialog box to make multiple changes to the same set of cells

32 Format Cells Dialog Box Use one-stop functionality to format a cell Click Undo to rescind all the formatting changes at once Preview what a format change will look like

33 Format Painter Select the cell with the formatting you want to copy Click the Format Painter button Select the cell(s) where you want the new formatting

34 Conditional Formatting Select the cell or group of cells to format Click Format, then select Conditional Formatting Define your conditions Define the formatting to be applied Close each of the windows by clicking OK

35 Select cells

36 Click Format, then select Conditional Formatting

37 Define the conditions

38 Select custom format... and select formatting options

39 Click OK to close the formatting windows and see the format applied to the spreadsheet

40 Now It s Your Turn Complete hands-on activities 13 19: Insert a Row Freeze Panes Use the Formatting Toolbar to Create a Heading Format Using Format Cells Format Numbers as Currency Use the Format Painter Use Conditional Formatting

41 Formatting and Printing a Worksheet

42 Worksheet Tabs By default, each Excel workbook has one worksheet tab (or three worksheet tabs in Windows version) To change a worksheet's name, right-click the worksheet tab, and select Rename Worksheet names are limited to 31 characters (no slashes, colons, or question marks)

43 Page Setup > Page Change the page orientation (Portrait or Landscape)

44 Page Setup > Sheet Repeat a row at the top of each page if your worksheet will print on more than one page Choose Draft quality to print a copy that uses less ink Change the page order if your worksheet will span multiple pages vertically and horizontally

45 Copying a Worksheet Copying a worksheet duplicates all the formatting and formulas in the worksheet Copying a worksheet also duplicates the page setup The copy displays the same name as the original, with a (2) at the end

46 Copy a Worksheet in a Workbook Right-click the worksheet tab and select Move or Copy... Select (move to end) Select Create a copy Click OK

47 Right-click the worksheet tab, and select Move or Copy...

48 Select (move to end)

49 Select Create a copy

50 Click OK

51 Now It s Your Turn Complete hands-on activities 20 24: Organize Data Change a Worksheet s Name Use Page Setup Copy a Worksheet Delete a Worksheet

52 Time for Review

53 Question 1 True or False? Excel formulas follow the mathematical order of operations.

54 Answer 1 Excel formulas follow the mathematical order of operations. True!

55 Question 2 All formulas in Excel start with: A B C * D (

56 Answer 2 All formulas in Excel start with: A = C * D (

57 Question 3 How do you make a cell's color dependent on its value? A Format Cells B Write a macro C Conditional Formatting D You can t do it

58 Answer 3 How do you make a cell's color dependent on its value? A Format Cells B Write a macro C Conditional Formatting D You can t do it

59 Question 4 What is the purpose of the Format Painter? A To change the color of a cell B To create a unique format for a cell C To insert clip art D To copy formatting from one cell to another

60 Answer 4 What is the purpose of the Format Painter? A To change the color of a cell B To create a unique format for a cell C To insert clip art D To copy formatting from one cell to another

61 Question 5 True or False? Cell references are case sensitive.

62 Answer 5 Cell references are not case sensitive. False!

63 Key Points from Today s Class Excel files use the rows and columns to organize and manipulate data Formulas use formulas like equations to calculate values in selected cells Cells format cells to change their appearance Page format adjust the page format so that files print as you want

64 Question and Answer

65 Don t Forget!! Navigate to and tell us what you think! Copyright 2012 Pearson Education, Inc., or its affiliates. All rights reserved.

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